CRM Masters
Three lookup lists sit behind the everyday CRM screens. They share the same simple form — a Key, a Display Name, an optional Parent, and a description — but each feeds a different field.
| Master | Menu path | Feeds |
|---|---|---|
| Sales Stage | CRM → Sales Stage | The Sales Stage field on every opportunity |
| Lead Sources | CRM → Selling → Lead Sources | The Lead Source field on every lead |
| Lost Reasons | CRM → Selling → Lost Reasons | The Lost Reason field when an opportunity is marked lost |
The shared form
| Field | What it means |
|---|---|
| Lookup Type | Fixed by the screen you opened — you cannot change it |
| Lookup Key | The stable internal code the system matches on |
| Display Name | What your team sees in the dropdown |
| Parent Lookup | Optional — groups related entries together |
| Description | Free text explaining when to use this entry |
Renaming a Display Name is always safe. Changing a Lookup Key on an entry already in use can break the automatic behaviour described below.
1. Sales Stage
Go to: CRM → Sales Stage
Sales stages describe how far along a deal is. Every opportunity carries one, and the Sales Pipeline report groups and sums deal value by it.
Stage keys that drive automation
Most stages are labels you choose freely, but five keys are recognised by the system and keep the opportunity’s status in step with its stage:
| Stage key | Sets opportunity status to |
|---|---|
PROSPECTING | Open |
PROPOSAL_QUOTATION | Quotation |
NEGOTIATION_REVIEW | Negotiation |
CLOSED_WON | Won |
CLOSED_LOST | Lost |
QUALIFICATION and NEEDS_ANALYSIS are part of the standard set and leave the opportunity in Open, as does any stage key the system does not recognise.
Keep a stage for each of the five keys above. If one is missing, the action
that needs it fails with “Sales stage … is not configured” — converting a
lead to an opportunity needs PROSPECTING, and Mark as Won needs
CLOSED_WON.
Creating a sales stage
Open the screen
Go to CRM → Sales Stage and click New.
Enter the key
Use an upper-case code with underscores, for example DECISION_APPROVAL.
Enter the display name
What sellers will see — Decision / Approval.
Save
The stage becomes selectable on the opportunity form immediately.
2. Lead Sources
Go to: CRM → Selling → Lead Sources
Lead sources record the channel a lead arrived through — website, referral, exhibition, cold call, social media. They filter the lead list and the Lead Report, can be bulk-assigned from Bulk Edit, and can be defaulted on a public form so every web submission is tagged automatically.
Lead source is optional on a lead, but leaving it empty removes that lead from source-based analysis. Set a default on each capture form so web leads are never untagged.
3. Lost Reasons
Go to: CRM → Selling → Lost Reasons
Lost reasons explain why a deal did not close — Price, Lost to competitor, No budget, No response. They are used by Mark as Lost on an opportunity, alongside a free-text Competitors field.
Reopening a lost opportunity clears the stored lost reason and competitors. If you need that history, record it as a note before reopening.
Leads have their own Lost Reason, but it is free text captured when the lead is marked lost — it does not read from this list.
Everyday tips
- Set up sales stages before anyone creates an opportunity — it is the one master that blocks work when missing.
- Keep the stage list short. Five to seven stages is usually enough.
- Write lost reasons as causes, not outcomes — “Price too high” is actionable, “Lost” is not.